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Assigning Archive Serial Numbers

Assigning an ASN to a document records the link between the physical paper and its digital representation in Essal Office. This can be done during upload or at any time afterwards.

Finding the Next Available ASN

Essal Office shows the next available (unused) ASN to help you keep numbers sequential without gaps or duplicates.

  1. Look for the Next ASN indicator in the upload interface or in the document list header
  2. The system suggests the lowest unused number

Always use this suggested number for new physical documents to keep your physical filing system sequential.

Assigning an ASN During Upload

If you are using a barcode-based system, affix a pre-printed ASN barcode label to the physical document before scanning. During upload or document review, Essal Office can scan or detect the barcode and automatically populate the ASN field.

Manual entry during review:

  1. Upload the document
  2. Open it after processing
  3. In the metadata panel, find the Archive Serial Number field
  4. Enter the ASN number (the same number written or affixed to the physical copy)
  5. Save

Assigning an ASN to an Existing Document

You can add or update the ASN on any document at any time:

  1. Open the document
  2. Click the Archive Serial Number field in the metadata panel
  3. Enter the number
  4. Save

What to Do with the Physical Document

When you assign an ASN:

  1. Write or stamp the ASN on the physical document (or affix a pre-printed barcode label)
  2. File the physical document in the designated physical location for that ASN range (e.g. in the binder or box that covers that number range)

The physical and digital records are now linked.

ASN Labels and Barcodes

If you use barcode labels: - Print a batch of labels with sequential ASNs using any label printer - Pre-affix labels to blank coversheet pages - When scanning, place a labelled coversheet as the first page; Essal Office detects the barcode during processing

This approach makes ASN assignment zero-effort during high-volume scanning.

Avoiding ASN Conflicts

Each ASN must be unique. If you accidentally assign the same ASN to two documents, Essal Office will alert you. Resolve conflicts by reassigning one document to the next available unused number and updating the physical label accordingly.